NIMS Activity 6: Participate in and promote mutual aid agreement

Schools and institutions of higher education (IHEs) participate in and promote interagency partnerships and mutual aid agreements to include agreements with public and private sector and/or non-governmental organizations (NGOs).

PREPAREDNESS: PLANNING

Activity 6: Participate in and promote mutual aid agreements.

Schools and institutions of higher education (IHEs) participate in and promote interagency partnerships and mutual aid agreements to include agreements with public and private sector and/or non-governmental organizations (NGOs).

Association to NIMS

Assistance agreements are established by districts, schools, and IHEs with the public and private sector and/or nongovernmental organizations to assist and/or supply personnel, equipment, supplies, facilities, services (i.e. transportation, mental health services), etc. There are a variety of assistance agreements such as Mutual Aid Agreements (MAA), Memorandums of Understanding and/or Agreement, and partnership agreements. These agreements need to be authorized by officials (e.g., authorized representative, legal counsel) from each of the participating agencies and jurisdictions.

Mutual aid is a legal agreement between two or more entities in which they agree to assist one another when their respective resources cannot meet demands. Memorandums of Understanding (MOU) and/or Agreement (MOA) are voluntary commitments exercised at the discretion of the participating entities based on partnerships' specific needs and available resources to meet demands. The signed agreements reflect each partner's roles and responsibilities for providing assistance.

Examples of mutual aid agreements include:

• Direct One-on-One Mutual Aid: resources are obtained from local entities.
• State Coordinated Mutual Aid: once local and direct one-on-one mutual aid resources have been exhausted, schools and IHEs can coordinate with local emergency management who can request additional resources through the state emergency management agency.
• Interstate Mutual Aid: once State coordinated mutual aid resources have been exhausted, State emergency management can activate Emergency Mutual Aid Compact (EMAC). EMAC is more readily available when conditions for providing assistance have been established prior to an event.

Examples of partner agreements include:

• REMS and EMHE Partner Agreements: Submitted as part of the application process, the REMS and EMHE partner agreements detail the participation of the school district and community-based partners. The agreements should include a description of each partner's roles and responsibilities in improving and strengthening emergency management plans at the LEA and school level, or at the campus and building level. The partnership agreement should include the partners' role during response and any assistance the partner might provide.

Partners can include the local emergency management authority, law enforcement and fire personnel, public safety, public health agency, mental health agency, the head of the local government, and personnel from other entities that have a direct role supporting and enhancing emergency management and response for the campus. Additionally, partners can include nongovernmental organizations (NGOs) such as the American Red Cross or the Salvation Army and may be included in Mutual Aid Agreements with LEAs and IHEs.

Implementation Guidance

Under the leadership of the Authorized Representative and legal counsel, schools and IHEs should establish written agreements that address mutual assistance and or mutual aid with neighboring districts and campuses, community public and mental health agencies, law enforcement and fire agencies, healthcare systems, transportation service providers, and relevant NGOs. Established agreements should be shared with local emergency management prior to an incident occurring and should detail the roles and responsibilities specific to each individual partner as opposed to generic statements of support. The responsibilities listed should connect directly to activities and objectives outlined in the school and campus emergency management plan.

The use of agreements and the mutual aid system is not a replacement for any individual district, school, or campus emergency planning; rather, it will provide schools or IHEs with additional resources to build their capacity during response and recovery from an incident if needed. It is intended to reinforce each partner's commitment to the sustainability and improvement of the plan as well as each partner's role in response.

Agreements demonstrating mutual assistance aid may include:

• Definitions of key terms used in the agreement;
• Roles and responsibilities of individual parties;
• Procedures for requesting and providing assistance;
• Procedures, authorities, and rules for payment, reimbursement, and allocation of costs;
• Notification procedures;
• Protocols for interoperable communications processes and systems;
• Relationships with other agreements among jurisdictions;
• Workers compensation;
• Treatment of liability and immunity;
• Recognition of qualifications and certifications; and
• Sharing agreements, as required.

As part of the application process for participation in the REMS and EMHE programs, applicants submit partnership agreements detailing various partner's roles in developing and supporting the emergency management planning process at the school or IHE. IHE. As the agreements are reviewed and enhanced over time, it is recommended that parties review the terms to ensure they detail assistance responsibilities during response. For example, if schools are relying upon a specific set of personnel or resources during response from a partner, these should be identified in the agreements. Likewise, if a community is relying on a school or IHE for resources or facilities during response, these should be identified in the agreement. Furthermore, if for example, a school facility is integrated with a community's response and shelter plans, and it is facilitated through a partnership with a nongovernmental organization such as the Red Cross, all parties' roles and responsibilities should be detailed.

When applicable, school and IHE leadership should develop and participate in mutual aid assistance agreements with partners. FEMA offers resources and guidance for their development at http://www.fema.gov/emergency/nims/Preparedness.shtm#item2. For example, FY 2010 Emergency Management for Higher Education (EMHE) grantees will be required to develop or update a series of memorandum of agreements (MOAs) during their grant periods. These MOAs should detail any key elements of their mutual aid assistance agreements with their partners